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Template governance ensures templates are managed consistently, with proper version control, access management, and quality assurance.

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Governance Overview

Template governance covers:
  • Version control and history
  • Access and visibility management
  • Quality assurance processes
  • Lifecycle management

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Version Control

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Version Numbers

Templates use version identifiers:
ComponentDescription
MajorSignificant structural changes
MinorNew fields or features
PatchBug fixes or corrections

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Version Notes

Document changes with each version:
1

Make Changes

Modify the template as needed.
2

Update Version

Increment the version number appropriately.
3

Add Notes

Document what changed and why.
4

Save

Save the new version.

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Version History

View complete version history:
  • All previous versions
  • Change notes for each
  • Who made changes
  • When changes were made
Open a template and click “Version History” to see all previous versions and their change notes.

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Template Status

Templates have lifecycle statuses:
StatusDescriptionAllowed Actions
DraftIn developmentEdit, test
ActiveAvailable for useUse in studies
RetiredNo longer availableView only

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Status Transitions

Draft → Active → Retired
        ↑
        └── Can create new version
Active templates can be updated by creating a new version. The previous version remains available for studies already using it.

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Access Management

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Visibility Settings

VisibilityWho Can Access
PrivateOrganization members only
PublicAll Carelane users

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Author Permissions

PermissionWho Has It
EditTemplate authors
ViewBased on visibility setting
UseBased on visibility setting

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Making Templates Public

1

Review Template

Ensure template meets quality standards.
2

Set Status

Confirm template is Active.
3

Change Visibility

Update visibility to Public.
4

Confirm

Acknowledge public sharing implications.
Public templates are visible to all users. Ensure no sensitive or organization-specific content is included.

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Quality Assurance

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Review Process

Establish a review process for templates:
  1. Development: Author creates template
  2. Peer Review: Colleague reviews design
  3. Testing: Test with sample data
  4. Approval: Governance approval for activation
  5. Publication: Make active/public

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Quality Checklist

Before activating a template:
  • All fields properly labeled
  • Validation rules configured
  • Conditional logic tested
  • Instructions clear
  • Version notes documented
  • Peer review completed

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Library Management

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Organization Library

Manage your organization’s template library:
ActionDescription
CreateAdd new templates
OrganizeUse consistent naming
ArchiveRetire unused templates
ReviewPeriodic quality reviews

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Using Public Templates

1

Browse Public Library

Search or browse public templates.
2

Review

Examine template before importing.
3

Import

Import a copy to your library.
4

Customize

Modify as needed for your use.

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Study-Template Relationship

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Import Behavior

When you import a template into a study:
  • A copy is created in the study
  • Original template is not modified
  • Study version can be customized
  • Updates to original don’t affect study

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Template References

Templates may reference other templates:
  • Pathways reference questionnaires
  • Questionnaires may include library items
  • Maintain reference integrity

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Audit Trail

All template actions are logged:
EventRecorded Information
CreateWho, when, initial content
EditWho, when, what changed
Status ChangeWho, when, old/new status
Visibility ChangeWho, when, old/new visibility

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Best Practices

Use clear, consistent naming conventions across templates.
Always document changes in version notes.
Have templates reviewed before making them active.
Ensure templates aren’t in use before retiring.
Schedule periodic reviews of your template library.

Templates Overview

Introduction to templates.

Organization Admin

Organization management.